Specs, Lost in Translation

Do you ever see funny notes in completed construction drawings? I’ve seen notes on CDs out to bid that said things like “Match Lakeview storefront” (when Lakeview must have been an old project), and “Complete sill detail” (pointing to an incomplete sill detail). These notes simply make no sense to the people using the drawings (the contractor and subs). But you and I know that what happened is that a brand new architecture school grad was given sheets of drawings that were marked up in red, and she just incorporated the redlines verbatim as if they were drawing notes to add, instead of instructions to the person picking up redlines, and then her work never got checked before issuing.

You and I know what happened with those redlines because we made the same mistakes when we were intern architects, and later, we saw the same sort of thing show up on redlines we prepared for someone else.

In my work as an independent specifications consultant, I prepare the architectural specification sections for the architect, based on the drawings and the architect’s design decisions. I ask some questions. I make some decisions based on my experience and technical knowledge. I give the specs to the architect for review.

I partially prepare the structural-related sections based on the drawings, and pass them on to the structural engineer for editing, completion, and review.

I receive the completed Mechanical/ Electrical/ Plumbing (MEP) engineering spec sections from the engineers and incorporate them into the project manual with the other sections.

At the MEP firms, I sometimes deal primarily with administrative assistants. Sometimes the project engineers prepare the sections in Word and give them to the assistant to turn into PDFs and send on to me. Sometimes the assistant prints out the office masters on paper, the project engineers mark them up with red pen (or red pencil, for some reason), and the assistant does the word processing, turns them into PDFs, and emails them to me. And sometimes… I’m not sure exactly what happens over there.

This practice of handing off specs to an administrative person to process has been going on forever. Sometimes, in the olden days, the secretaries in an office were the only people who knew how to type, so this hand-off of specifications preparation was a very natural practice. Also, people used to actually cut (paper) and paste (with glue) to produce construction documents, including specs. It would be silly to have a project architect spend time doing this type of work for specs, so secretaries used to do this work. After many years of doing this, some assistants gain an incredible amount of technical knowledge.

There’s nothing wrong with this hand-off practice, when you have a careful engineer and a good assistant, or you have an extra-conscientious engineer and a decent assistant, or you have a decent engineer and a truly fantastic and experienced assistant. There’s nothing wrong with this practice when an experienced design professional is reviewing the work. Sometimes, I think, we have less-ideal situations, though.

Sometimes, the MEP specs have funny mistakes in them – things the engineer would know weren’t right, but an administrative assistant wouldn’t. Whoops – looks like the engineer didn’t do a final review after the assistant did the word processing. This is kind of like the situation with the intern architect and the redlines. When someone without technical knowledge (an emerging professional or an administrative assistant) is inputting markups, the person who created the markups ought to be reviewing the final document before it’s issued.

An administrative assistant may or may not have any idea what’s going on with the markups on the MEP specs. With specs, maybe even more than with drawings, if you mess up one word, you can totally change the meaning of the document.

As I heard an engineer say last week in a presentation, “If you’re only looking at the drawings, you’re only looking at half the project.” The contract for construction, a legal document, is made up of the owner-contractor agreement, the drawings, and the specifications. Who prepares your architectural specifications, which are half of the contract? How much time is spent on them? Are the right people working on them, or reviewing them? If you’re not giving input, and answering the specifier’s questions, are you at least reviewing the specs? Are experienced people with technical knowledge (and knowledge of the project) making the decisions and preparing or reviewing the final specification documents, or… not?

Minor incorrect items in drawings can be funny (“complete sill detail” pointing to an incomplete sill detail). But minor incorrect items in specs have the potential to cause major problems. There’s greater risk when your spec redlines get lost in translation. Review them, like you review your drawing redlines, or have them prepared by an experienced specifier who will know what all your markups mean.

Missing Scope

David Stutzman of Conspectus wrote a blog post last week about his experience finding construction document scope omissions and other issues in a set of progress construction documents. These omissions and issues would have amounted to lots of scope of work missing from the construction documents (leading to change orders), and some potentially serious construction and building performance problems, had he not commented on them to his architect-client.

Dave asked, “So why is the specifier finding this? Well given the time, finding stuff like this and asking questions is all part of the job. This is what goes on in the background and owners are never even aware. Most owners don’t know if a specifier is involved and rarely, if ever, know who it is. Yet it is often the specifier who keeps the projects out of trouble and all without the owner knowing.”

The reasons specifiers often find problems such as Dave found are because of Dave’s reasons above, and also because of the way specifiers approach their work in the planning stages. Like Dave, I prepare a table of contents to include with my fee and services proposals. Sometimes I have the architect’s DD drawings to look at, sometimes I just have a concept design narrative.

The reason I do a table of contents with my proposal is because I approach the project from a point of view of the whole picture. I want to consider every spec section we might possibly need. Then I remove from my list what we don’t need, and there’s my table of contents – my scope.

Instead of gathering up my scope bit by bit, and building up my table of contents, by adding each section I think we’ll need, I consider all of the potential scope, and then delete what I know we don’t need, subtracting from my master table of contents to get down to my project table of contents.1

For me, creating a table of contents is not like building with Legos, it’s like sculpting stone; in creating a table of contents, I just chip away all that is not part of the project.

Like Dave does, in my proposed table of contents next to the sections that I expect to be someone else’s work, I indicate that. I’ve never had an experience as extreme as the one described in Dave’s post, but I regularly have similar experiences on a smaller scale, where some necessary project scope is just missing from the work of architect/consultants/specifier. I’m often the first person to notice the omissions in progress sets, even though I don’t ever see other consultants’ proposals.

As most design professionals who have worked with specifiers know, we are extremely detail-oriented people. We get deep into the details. However, in order to know where to go to dive deep, we have to lay out our plan of action first. We see the big, big picture. That’s partly because we often prepare Division 01, which prompts a whole lot of questions about procedures during construction, and a whole lot of questions about what is in the Owner-Contractor agreement. It’s partly because we lay out our project road map (table of contents) very early, so we don’t get burned, fee-wise.

I never approached projects in this manner when I worked as a project architect. There was no listing of all the drawings that I might need anywhere in my office or anywhere else that I knew of. I actually don’t know any architects who approach projects in the same way most specifiers approach projects.

However, this approach would be a good way for an architect who is the owner’s prime consultant on a project to approach the division of design work, and to verify that all design work, and the production of all construction documents required for the project, is assigned to someone, and is accounted for in consultants’ proposals if the architect isn’t doing it. This would help ensure that the owner is getting what he thinks he’s getting for the contractual design fee – a completely designed project. This would also help prevent massive change orders due to missing scope during construction.

If an architect can’t take this approach, he or she should at least note all explicit exclusions by consultants in their proposals, then verify that the architect or another consultant is covering that work, and if not, verify that the owner does not need that work to be done. If the owner does require that work, the architect should get that work added into someone’s scope before construction begins.

 

Notes:

1. CSI’s MasterFormat is the Master-Master Table of Contents, but I usually just use MasterSpec’s complete Table of Contents as my Master Table of Contents, plus some additions of my own.

Continuous Insulation & Masonry Veneer Anchors

There’s something that architects need to be aware of as we use increasingly thicker continuous insulation behind masonry veneer cladding.

If the distance between the structural steel backup and the back of the masonry veneer cladding exceeds 4-1/2 inches, the masonry veneer anchor spacing must be designed by a structural engineer.1

Masonry veneer anchor spacing is not usually designed by a structural engineer; the code provides prescriptive requirements that we typically follow, and this spacing is most often indicated in the specifications by the architect or the structural engineer.2

Manufacturers of some types of masonry veneer anchors indicate that the legs of the anchors can accommodate up to 4 inches of insulation. But even these can’t be used without having calculations run by an engineer, unless you keep the distance between the structural steel backup and the back of the masonry to 4-1/2 inches. (This would leave very little air space. You need at least 1 inch of air space, per the code, and an air space of 2 inches is recommended by the Brick Industry Association.3)

By the way, these things aren’t spelled out in the text of the International Building Code. They’re in a separate document that is incorporated into the IBC by reference, the TMS 402/ACI 530/ASCE 5. This document is called “Building Code Requirements for Masonry Structures,” and is developed by the Masonry Standards Joint Committee (MSJC). Since it’s referenced in the IBC, it becomes part of the requirements of the IBC.4

So, architects, either stick with 4-1/2 inches or less between the structural steel backup and the back of the veneer masonry, or let your structural engineer know, as soon as possible, that you are exceeding 4-1/2 inches. If it’s too late for your project, sometimes the masonry veneer anchor manufacturer who gets the project will hire a structural engineer to check (or design) the anchor spacing. The cost of this service would get passed on to the general contractor and then to the owner (as an extra cost). Avoid a construction change order – deal with this on the design side, before construction starts.

Notes:

________________________________________________________________________

  1. Chapter 12, section 12.2.2.7.4 of the latest version of TMS 402/ACI 530/ASCE 5 indicates that “A 4-1/2 inch maximum distance between the inside face of the veneer and the steel framing shall be specified. A 1 inch minimum air space shall be specified.” There are alternative procedures allowed by the code that can be used instead of these prescriptive requirements, but the alternative procedures are what require a structural engineer to design the anchor spacing.
  2. Chapter 12, section 12.2.2.5.6 of the latest version of TMS 402/ACI 530/ASCE 5 tells us the prescriptive requirements for anchor spacing: “For adjustable two-piece anchors, anchors of wire size W1.7, and 22 gage corrugated sheet-metal anchors, provide at least one anchor for each 2.67 ft2 of wall area.
    “Space anchors at a maximum of 32 inches horizontally and 25 inches vertically…”
  3. The Brick Industry Association publishes online Technical Notes on Brick Construction. Here’s a link to their Technical Note on “Brick Veneer/ Steel Stud Walls.” http://www.gobrick.com/portals/25/docs/technical%20notes/tn28b.pdf
  4. Section 2101 of the 2012 IBC indicates that “Masonry veneer shall comply with the provisions of… TMS 402/ACI 530/ASCE 5.”

“Or Equal”

equal symbol2“Or Equal” is the most confounding phrase in construction documents.1

It means something different to everyone. Sometimes it’s defined in the documents. Sometimes it’s not defined in the documents, which means that the documents are relying on a generally-accepted understanding of the meaning. The problem is that “Or Equal” means different things when defined on different projects so there’s really no generally-accepted understanding of the meaning.

If “Or Equal” is defined, the definition, or description of procedures, should be somewhere in Division 01 of the specifications. In addition, it’s likely to be somewhere in Division 00 of the Project Manual, usually in the “Instructions to Bidders” form.2

In Division 01, the most likely place to find the definition of “Or Equal” is Section 01 60 00 “Product Requirements.” That’s the place to start, anyway.

The major confusion that I’ve seen among people3 dealing with “Or Equal” is the question of when “equals” can be accepted.  The document that defines “Or Equal” should indicate when they can be submitted on, and how and when they can be accepted.

Recommendation for the contractor team:

If “Or Equal” is used in the construction documents, look it up in the documents for the project. Find out its definition for each project. Make no assumptions on a new project. Understand that the definition may differ from project to project. A tip: use the “find” function in the software you’re viewing the electronic documents with, and search for “or equal” in Divisions 00 and 01.4

Recommendation for architects and specifiers:

If you are going to use “Or Equal,” properly define it in the construction documents. (If the owner uses it in the procurement and contracting requirements, you need to use it.) Use the definition the owner uses. If you can’t find one in the owner’s documents, ask the owner about this. Understand that you may have to expand on the owner’s definition in order to make it clear to the contractor team. Understand that if you are working on a project with a general contractor on board prior to completion of the construction documents, such as a Construction-Manager-at-Risk/Construction-Manager-General-Contractor project, the CM may be issuing instructions to bidding subcontractors, and you should make sure that these do not conflict with the owner’s definition of “Or Equal.” This is part of the architect’s job.

Recommendation for owners:

Figure out if you want to allow “equals” or not. Figure out if you want them to be treated as substitutions or not. Figure out if you want to allow substitutions-for-contractor’s-convenience after the contract is signed or not. (Remember that substitutions-for-convenience after the contract is signed are usually not allowed on public projects, because it’s not fair to the bidders who did not win the contract.) Then communicate this to the architect, whether the architect asks for this info or not.

The way I work (this is kind of long-winded, so you can skip from here to the bottom if you want):

Except where specifically included in an owner’s requirements (either in procurement requirements, in contract documents, or in instructions to the design team) I do not use the term “Or Equal” in my project specifications.5

For unnamed products by manufacturers that I name in the specs, I use the term “Comparable Products” and specify that submittals for these products are due at the time that the submittal for a named product would come in, during construction.

For unnamed products by unnamed manufacturers, I use the term “Substitution” and, except on projects in which the owner wants substitution requests to be allowed during construction, I indicate that substitution requests must be submitted prior to the bid and will be accepted in the form of an addendum, which will be issued to all bidders.

The latest project I had on which the owner used “Or Equal” in the procurement requirements was a project at Colorado State University. CSU uses State documents. The State’s definition of “Or Equal” includes “Any material or equipment that will fully perform the duties specified will be considered ‘equal,’ provided the bid submits proof that such material or equipment is of equivalent substance and function and is approved, in writing.  Requests for the approval of ‘or equal’ shall be made in writing at least five business days prior to bid opening.  During the bidding period, all approvals shall be issued by the Architect/Engineer in the form of addenda at least two business days prior to the bid opening date.”

Since that’s exactly how I treat substitution requests, in Section 01 60 00 “Product Requirements” I indicated “Or Equal:  For products specified by name and accompanied by the term ‘or equal,’ or ‘or equivalent,’ or ‘or approved equal,’ or ‘or approved,’ comply with requirements in Division 00 Document ‘Procurement Substitution Procedures’ for submitting a substitution request to obtain approval for use of an unnamed product.  These substitution requests must be submitted at least 5 days prior to the bid date.”

The full procedures were indicated in Document 00 26 00 “Procurement Substitution Procedures” in the project manual. That document again defined “Or Equal,” indicated that they had to be submitted prior to the bid, and also defined Procurement Substitution Requests as “Requests for ‘Or Equals,’ and other changes in products, materials, equipment, and methods of construction from those indicated in the Procurement and Contracting Documents submitted prior to receipt of bids.”

So, what does “Or Equal” mean? Whatever the contract documents say it means.

It comes down to this: Owners should define “Or Equal.” Architects and specifiers should explain it. Contractors should look it up. We just need to communicate.

Notes:

______________________________________________________________________

  1. “Or Approved Equal” is equally confounding, and can be substituted for “Or Equal” in this post.
  2. The Colorado Office of the State Architect calls the form “Information for Bidders” instead of “Instructions to Bidders.” Sometimes these instructions aren’t included in the Project Manual, but are instead issued separately, either by the owner or by a Construction-Manager-at-Risk/Construction-Manager-General-Contractor.
  3. By “people” I mean the whole freakin’ team. Owners are confused. Architects are confused. Engineers are confused. General Contractors are confused. Subcontractors are confused. Vendors are confused.
  4. On your computer keyboard, hitting the Control key at the same time as the F key will usually bring up the Find function. It works in Microsoft Word, PDF readers such as Adobe Acrobat Reader, and web browsers.
  5. Sometimes engineers sneak “Or Equal” into the project specifications, though.

“The Strangest Way To Do Business”

Purchasing for construction projects isn’t like purchasing in our personal lives.

When we buy things in our personal lives, we go to a store, or go online, find exactly what we want, and buy it. Sometimes we ask someone else to get something for us. The very particular among us might attach a photo of exactly what we want when we send the email or text message request for the item. (To end up with the right container of anchovies, I might need to send my husband a photo of the jar.)

On construction projects, the architect finds out from the owner the general idea of what is required, then the architect, through the drawings and specifications, tells the general contractor exactly what to provide. OK, so this is complicated, but it still makes sense.

What happens next is where it gets weird…

The bidding general contractors solicit bids from subcontractors and vendors, each of whom is a specialist in his or her area. These are the people who read the documents and actually provide what the drawings and specifications require, and the general contractor who is awarded the project coordinates all of that work. These bidders may submit bids on the specified items, or may submit substitution requests, requesting that different products be approved by the architect.

Last week I was talking with a product rep at my CSI Chapter meeting about specifications for toilet partitions and lockers. The rep represents several different manufacturers. She currently has someone working with her who is new to the construction industry.

The new person looks at specifications for all projects that have just hit the street, to see if the specs include manufacturers they represent, or products that they might be able to meet the spec for, even if their manufacturers aren’t specifically listed. If their manufacturers aren’t listed, but they can meet the spec, the product rep will prepare a substitution request and submit it to the general contractor for him to submit to the architect, to see if they can get approved, and therefore be able to provide a bid.

The new employee described this process as “the strangest way to do business.” It is very odd, from a manufacturer’s or distributor’s point of view. The building owner, through the architect, asks for something specific, or maybe says “provide one of these 3″ or maybe says “provide this, or something equal.” Then the manufacturer, distributor, or subcontractor goes through a process which looks a bit like begging to be allowed to play, too.

This isn’t actually that strange when the documents are clear.

The intent, and the outcome, of this process is that the design team can research one, two, or three products that will work on the project, indicate the important characteristics of the desired products, and allow competitive bidding through the substitution request and review process. This can result in a fair price for the owner, set up clear quality requirements so that bidding is fair for contractors, and allow the open competition that is usually required for government projects.1

But when the specifications are poorly written, this process actually IS one of the strangest, most inefficient, ridiculous ways to do business.

Sometimes subs and vendors have to play a guessing game, trying to figure out exactly what products are desired or allowed. Sometimes, bad specifications call for discontinued products, or worse, products by manufacturers who went out of business years ago. Sometimes, bad specifications are uncompleted master specification sections, with multiple options (that were intended to be deleted) indicated. (That looks something like this, with brackets and bold text:  Toilet-Enclosure Style: [Overhead braced] [Floor anchored] [Ceiling hung] [Floor and ceiling anchored].) Sometimes, bad specifications indicate a mix-and-match monster of a product that isn’t available, such as when “manufacturer’s standard polymer integral hinge” is specified for steel toilet compartment doors. (A sub knows the architect doesn’t really want polymer “integral” hinges for a steel door, because there is no such animal, but has no idea if the architect wants hinges that are stainless steel, aluminum, or “chrome-plated zamac.”)

Now, toilet compartments aren’t a huge percentage of construction cost for a whole building. But it’s an easy example. Imagine the confusion and wasted time when errors like this are made in the masonry spec section for a large brick building with CMU backup. For a project that’s bid by several general contractors, there could easily be 3 bidding subs for each of 3 bidding generals – so there could be 9 confused subs who have gone back to their 3 generals, who have gone back to the architect (another confused person) who goes back to whomever wrote the spec. And the person who wrote the spec now has to do what should have been done in the first place – figure out exactly what is needed, and clearly communicate that to the bidders. It’s easier for the specifier to do it right the first time, but it’s not only his or her own time that’s wasted – there could easily be more than a dozen additional people who are all trying to figure out the same thing.

That really is the strangest way to do business – trying to figure out something that lots of other people are also trying to figure out, merely in order to submit an accurate bid that would allow them to deliver what is required, at a fair price, and to make a fair profit.

Bidding for, and building, a construction project shouldn’t be a guessing game in which one tries to interpret documents that make no sense. When the documents are good, and clearly indicate the requirements for a constructible building, bidding goes more smoothly because there are fewer addenda, bids are closer to each other (demonstrating that the owner is getting a fair price), and construction goes more smoothly. Less time is wasted on the design team side and on the construction team side. The design team should get it all figured out in the design phases; changes made in the design phases cost much less than changes made in the construction phase. When the documents are good, both the design team and the construction team have more profit, and the owner has fewer change orders to deal with and pay for.

Isn’t this what we all want?

___________________________________________________________________________________________

Notes:

  1. For further reading on the substitution process, check out this great article by Ron Geren, “Substitutions: Flexibility within Limits” http://www.specsandcodes.com/Articles/Keynotes%20No.%208%20-%20Substitutions.pdf and the article he cites, “Prior Approval, A Specification System,” by H. Maynard Blumer http://lizosullivanaia.files.wordpress.com/2013/06/prior-approval-a-specification-system2.pdf  As Ron Geren points out, the Prior Approval System was the first formalized substitution procedure. (Yes, we’ve had a formal substitution procedure for decades now. I know, this is news to many.)

Square Peg, Round Hole?

Does anyone else think it’s funny to see CSI MasterFormat 2004 section numbers rammed into the old CSI MasterFormat 1995 categories in construction estimates?

This is what most of the construction estimates that I see look like:

Division 1 General Requirements

01 50 00 Temporary Facilities and Controls

Division 2 Site Work

02 41 19 Selective Demolition

31 00 00 Earthwork

32 12 16 Asphalt Paving

Division 15 Mechanical

22 00 00 Plumbing

23 00 00 HVAC

Division 16 Electrical

26 00 00 Electrical

It looks funny to see section numbers that start with 22 put under Division number 15.  In the olden days, like maybe in 2003, the same info would have looked something like:

Division 1 General Requirements

01500 Temporary Facilities and Controls

01732 Selective Demolition

Division 2 Site Work

02300 Earthwork

02741 Asphalt Paving

Division 15 Mechanical

15000 Mechanical

Division 16 Electrical

16000 Electrical

See how nice and neat that looks with those first 2 numbers of each section matching the Division number of the category?  But then the spec writers went and started using different section numbers.  So there was some confusion, a period of transition…

But now, 9 years after MasterFormat 2004 was published, I’d expect this same info to be categorized like this:

Division 01 General Requirements

01 50 00 Temporary Facilities and Controls

Division 02 Existing Conditions

02 41 19 Selective Demolition

Division 22 Plumbing

22 00 00 Plumbing

Division 23 Heating Ventilating and Air Conditioning

23 00 00 HVAC

Division 26 Electrical

26 00 00 Electrical

Division 31 Earthwork

31 00 00 Earthwork

Division 32 Exterior Improvements

32 12 16 Asphalt Paving

But mostly, it’s not.  Those square pegs keep getting rammed into those round holes.

  

Communication Breakdown?

Ever feel like you just aren’t being heard?  Ever feel like you aren’t sure exactly what someone’s talking about?  I do.

We hear a lot about how we work in “silos” today; we often work a little bit too independently from the rest of the people we’re supposed to be teaming with.  We make assumptions about the work of others (and then build our work from there); we sometimes make incorrect assumptions (and that affects our work negatively).

I love working independently, and I love working with other architects, but… the more I understand about the other people affected by my work, the better I can do my work.

When architects understand more about the point of view of a contractor, a subcontractor, a manufacturer, a supplier, or an owner, we can understand them better, we can make ourselves understood better, we can have a better team.  We can have a better construction process!

I often work on trying to learn more about the perspectives of others in the construction industry, but my first big step towards a better understanding was taking the CSI CDT exam.

The CDT (Construction Documents Technologist) exam covers a lot of information about preparing, understanding, and interpreting construction documents, and the roles of different groups in the construction process.

It was my first non-project-related introduction to the processes involved on the contractor side of the team.  There’s a lot I’d still like to learn, about the perspectives of the owner and the contractor during construction, but the CDT exam was a good start.

Learning more about where others are coming from can help you avoid communication breakdowns.

  • Final registration deadline for CSI Spring Certification Exams is February 28th.
  • Exams will be offered April 1 – 27, 2013, in the U.S. & Canada.
  • Learn more at http://csinet.org/certification